ESBD_571128_1792693214801_RFB 27-1402 Central Office Landscaping Services.pdf

RFB No. 26-1402 Central Office Landscaping Services Page 1 of 22

Request for Bids October 22, 2026 RFB No. 27-1402

Dear Prospective Respondent:

Sealed Bids will be received by the Purchasing Agent or other designee of the Brazos River Authority no later than 10:00 AM, Tuesday, November 17, 2026 for Central Office Landscaping Services. All qualified firms including service-disabled veterans are encouraged to submit proposals in response to this request.

Bids must be submitted and received no later than the due date and time specified. Any Bid received later than the specified time, shall not be considered. The BRA is NOT responsible for ensuring the delivery of Bids.

Refer to Section 15. Delivery of Bid Submittals for instructions on submitting a response to this solicitation.

Bid must be clearly identified as follows on the outside of the sealed physical submission. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s bid is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the bid opening:

RFB TITLE: Central Office Landscaping Services

RFB NO: 27-1402

RFB DUE DATE: 10:00 AM, Tuesday, November 17, 2026

The BRA shall have the right to accept or reject any or all Bids, or any part thereof, and to waive any technicalities in the interest of the BRA.

BRA will evaluate all relevant health, safety and business factors on all solicitations to determine when to initiate a notice to proceed on all projects, delivery of goods and/or services or procurement of construction related services to best attempt to balance BRA needs and to protect the health and safety of BRA employees, the employees of respondents and the public at large.

Sincerely, Victor Venegas Purchasing Agent

4600 Cobbs Drive • Waco, Texas 76710 254-761-3166

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SUPPLIER DIVERSITY PURCHASING POLICY

The Brazos River Authority (BRA) will ensure that purchases of equipment, materials, supplies, and/or services conform with Texas Procurement law as applicable to the BRA, are cost effective, and contribute to the competitiveness of the BRA and its customers.

Procurement activities will be conducted in an open and fair manner with equal opportunity provided to all qualified parties. The BRA will provide equal contracting opportunities as provided by all applicable State and Federal laws to service-disabled veterans.

GENERAL INSTRUCTIONS TO RESPONDENTS

The Work consists of the furnishing of all labor, materials, services, equipment, and appliances required for the delivery and the supplying of products and/or services as described herein and in the contract documents.

1. BID SUBMISSION: Bids must be received no later than the Bid opening date and time specified above. All Bids received after closing time will not be considered.

A. To be considered as eligible, a Respondent shall have complied with all legal requirements to permit him to operate in the State of Texas.

B. Bids must be submitted electronically, mailed or hand delivered to be considered.

2. WITHDRAWAL OF BIDS: No Bid may be withdrawn for a period of ninety (90) days after Bid opening, except by 1) either mutual consent of the BRA and Respondent; or 2) previously submitted Bids may be withdrawn upon written request received from Respondent prior to time established for receipt of Bids.

3. SIGNATURE ON BIDS: To be valid, Bids must be signed by an authorized person. By such signature, Respondent agrees to strictly abide by the terms, conditions, and Scope of work embodied in this Request for Bids.

4. EXAMINATION OF BID DOCUMENTS:

Before submitting a Bid, all Respondents shall examine the complete Request for Bids, including Bid Notice, Instruction to Respondent, and Scope of Services, all of which are part of the Bid Documents.

5. ADDENDA: Unless otherwise stated in the Bid, answers to all questions, inquiries, and request for additional information will be issued in the form of Addenda. During the Bid period, prospective Respondent may be advised by Addenda of additions, deletions from, or changes in the requirements of the Bid Documents. The BRA will not be responsible for the authenticity or correctness of oral interpretations of the Bid documents or for information obtained in any other manner than through the media of Addenda.

Receipt of each Addendum shall be acknowledged by Respondent.

Any questions concerning this Request for Bid should be submitted on https://www.bidnetdirect.com/texas/brazosriveraut hority no later than five (5) days prior to the opening of the Bid. This is to allow the BRA sufficient time to respond to inquiries and provide information to all interested Respondents by Addendum. Unless otherwise stated in the Bid, Addenda will be posted on https://www.bidnetdirect.com/texas/brazosriveraut hority .

Respondent is responsible for checking https://www.bidnetdirect.com/texas/brazosriveraut hority for updates and Addenda until the time at which the submission is due. Failure to respond to all requirements, including those Addenda, shall be grounds for rejection of your bid.

6. TAXATION: The BRA is exempt under the Texas Sales Tax and Use Tax Laws, and the Respondent shall not include such taxes in the Bid.

7. QUALIFICATION OF RESPONDENTS: The BRA reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Respondent fails to satisfy the BRA that such https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority

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Respondent is properly qualified to carry out the obligations of the contract and to complete the Work contemplated herein. Conditional Bids will not be accepted.

8. CONSIDERATION OF BIDS: Unless stated otherwise in the Advertisement or Request for Bids, the properly identified Bids received on time will be opened publicly and read aloud.

Respondents are invited to be present.

9. COMPLIANCE WITH SCOPE OF SERVICES

AND RIGHT OF SELECTION: The Respondent shall abide by and comply with the true intent of the scope of services and not take advantage of any unintentional error or omission.

10. QUANTITIES: Unless stated otherwise in this Bid, the BRA is obligated during the period stipulated to purchase all of its normal requirements from the successful Respondent and the Respondent is obligated to supply the quantities which the BRA requires for its operation.

The quantities stated are given as a general guide for bidding but are not guaranteed amounts, they represent the best estimated usage. The BRA reserves the option to purchase more or less of these services at the Bid price.

11. REPRESENTATIONS: By execution and submission of this Bid, the Respondent hereby represents and warrants to the BRA that Respondent has read and understands the Bid Documents and this Bid is made in accordance with the Bid Documents.

12. INDEMNIFICATION:

THE RESPONDENT SHALL COMPLY WITH THE

REQUIREMENTS OF ALL APPLICABLE LAWS,

RULES, AND REGULATIONS AND SHALL

EXONERATE, INDEMNIFY AND HOLD

HARMLESS THE BRA FROM ANY AND ALL

LIABILITY OR DAMAGES RESULTING FROM

FAILURE TO DO SO.

IN ADDITION, THE RESPONDENT AGREES TO

INDEMNIFY, KEEP, SAVE AND HOLD THE BRA

HARMLESS FROM ANY AND ALL ACTIONS,

LIABILITIES, DAMAGES, JUDGMENTS, COSTS

AND EXPENSES INCLUDING REASONABLE

ATTORNEY’S FEES, IN CASE AN ACTION IS

FILED OR DOES IN ANY WAY ACCRUE

AGAINST THE BRA, ITS OFFICIALS, OFFICERS,

AND EMPLOYEES IN CONSEQUENCE OF THE

AWARDED CONTRACT FOR ANY NEGLIGENT

ACT OR OMISSION OF THE RESPONDENT IN

THE PROVISION OF SERVICES UNDER THE

AWARDED CONTRACT, OR THAT MAY RESULT

FROM THE CARELESSNESS OR LACK OF

SKILL OF THE RESPONDENT OR THE

RESPONDENT’S OFFICERS, AGENT,

CONTRACTORS, ASSIGNS OR EMPLOYEES. IN

THE EVENT A JUDGMENT IS RECOVERED

AGAINST THE BRA FOR ANY SUCH LIABILITY,

COSTS OR EXPENSES, SUCH JUDGMENT

SHALL BE CONCLUSIVE AGAINST THE

RESPONDENT.

IT IS SPECIFICALLY UNDERSTOOD AND

AGREED BY THE RESPONDENT THAT SUCH

INDEMNITY IS INDEMNITY BY THE

RESPONDENT TO INDEMNIFY AND PROTECT

THE BRA FROM LIABILITY, CLAIMS, SUITS,

LOSSES, DAMAGES OR CAUSES OF ACTION

DUE TO THE RESPONDENT’S NEGLIGENCE,

ERROR OR OMISSION.

13. EVALUATION FACTORS: Respondents may furnish pricing for all or any portion of the solicitation (unless otherwise specified). The BRA may evaluate and award a contract for any item or group of items shown on the Solicitation, or any combination deemed most advantageous to the BRA. Bids that specify an "All or None" award may be considered if a single award is advantageous.

In the event of a mathematical discrepancy on the Bid Form, the BRA will only consider the price determined to be most advantageous to the BRA.

14. CRITERIA FOR AWARD: The BRA shall determine and select the Lowest Responsible Bidder from the Vendor/Provider, based solely upon the criteria contained within the bid documents.

15. TERMINATION:

The awarded contract may be terminated at any time by the BRA, in BRA’s sole discretion, for any cause or for convenience without penalty or liability. Upon receipt of such notice, the supplier shall immediately discontinue all services and actions. The BRA shall pay the Respondent promptly the accrued and unpaid amounts due for services to the date of termination, to the extent the services are approved by the BRA.

16. CHANGE OF CONTRACT PRICE:

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The agreed upon contract price shall not be exceeded without the prior written consent of the BRA and may only be modified by a written amendment to the contract executed by both BRA and Respondent.

17. PAYMENT: Unless otherwise specified, payment for services and/or product will be processed within thirty (30) days from invoice date and acceptance of work and/or product. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing. Unit price on invoice shall be in two

(2) decimal places only, i.e., $ .XX.

The BRA has set a goal to have as much paperwork submitted electronically. Respondents are asked to submit invoices electronically to the following Accounts Payable email address:

accounts. payable@brazos.org. Respondents who use the electronic service should not mail the original invoice.

18. CONFIDENTIALITY OF DOCUMENTS: The BRA is subject to the Texas Public Information Act (PIA). Any information submitted to the BRA by a Respondent shall be considered non-confidential and available to the public, except as follows:

In the event a Respondent considers a specific portion of their Bid to be confidential and subject to an exception to disclosure under the PIA, such portion must be clearly identified and marked "CONFIDENTIAL". Do not mark an entire submittal confidential, as this is not in conformance with the PIA and is not acceptable. Only the specific portion or portions of the Bid that the Respondent considers to be confidential pursuant to the PIA should be marked. IF AN ENTIRE BID

IS MARKED CONFIDENTIAL, THE BRA WILL

NOT TREAT ANY PORTION OF THE BID AS

CONFIDENTIAL AND THE BID MAY BE

REJECTED AS NON-CONFORMING. The BRA will honor notations of confidentiality made in accordance with this paragraph and decline to release such information initially. However, final determination of whether a particular portion of a Bid may in fact be withheld pursuant to the PIA will be made by the Texas Attorney General or a court of competent jurisdiction.

In the event a public information request is received for a portion of a Bid that has been marked confidential, the BRA shall ask the affected Respondent if the information may be released. If the release is agreed to, the BRA shall release the information.

If the release is denied, the matter shall be referred to the Texas Attorney General's Office in accordance with the process set forth in the PIA.

The Respondent shall be fully and solely responsible for submitting arguments and evidence within the statutory timeframes to the Texas Attorney General’s Office regarding its claim of confidentiality. The BRA will NOT submit arguments on behalf of the Respondent.

The Texas Attorney General's office shall rule on the matter. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information may not be withheld, then such information will be made available to the requester.

If it is determined that the information may be withheld, BRA will withhold the information from the requestor.

Pricing information contained in Bids or contracts is not considered confidential under the PIA and will be disclosed without making a request to the Texas Attorney General.

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REQUEST FOR BIDS

CENTRAL OFFICE LANDSCAPING SERVICES

RFB NO. 26-1402

SUBMITTAL SCHEDULE

Request for Bids are posted on the BidNet Direct website at https://www.bidnetdirect.com/texas/brazosriverauthority and prospective Respondents should visit the site for potential updates to bid requirements.

Tuesday, October 22, 2026

RFB is available to download at https://www.bidnetdirect.com/texas/brazosriverauthority

Non-Mandatory On-Site Pre-Bid Meeting 10:00 AM, Tuesday, November 3, 2026

Brazos River Authority 4600 Cobbs Drive Waco, TX 76710

4:00 PM, Tuesday, November 10, Last date and time to ask questions or request additional information. Please submit your questions at https://www.bidnetdirect.com/texas/brazosriverauthority

4:00 PM, Friday, November 13, 2026

Post response to questions received as of the deadline or as soon thereafter, as an Addendum on https://www.bidnetdirect.com/texas/brazosriverauthority

10:00 AM, Tuesday, November 17, 2026 Bids are due.

11:00 AM Tuesday, November 17, Bids will be opened and read out loud virtually at the link below……………………………..

https://youtube.com/live/e3QQ1-K8Wws?feature=share

Local Time Prevailing.

https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority https://www.bidnetdirect.com/texas/brazosriverauthority https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fyoutube.com%2Flive%2Fe3QQ1-K8Wws%3Ffeature%3Dshare&data=05%7C02%7Cvictor.venegas%40Brazos.org%7C583760b54dde494c23fa08df2ec126ce%7C1d162e7ed166431ab98df88aadc1368d%7C0%7C0%7C639281079239089550%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wAW9%2FQnwNxyP86OmfzqFs0Flt%2BreOK1YvOf%2FfVOY9yA%3D&reserved=0

RFB No. 26-1402 Central Office Landscaping Services Page 6 of 22

REQUEST FOR BIDS

CENTRAL OFFICE LANDSCAPING SERVICES

RFB NO. 26-1402

Section I. General Information

1.1. PROVIDER shall perform lawn and grounds maintenance services for BRA’s Central Office located at 4600 Cobbs Drive, Waco, Texas 76710. The Work shall consist of the furnishing of all labor personnel, equipment, chemicals, services, appliances, and incidentals required for the delivery of the lawn and grounds maintenance services described herein.

1.2. PROVIDER shall provide site maintenance and support in the establishment of all landscape features. Landscape features are described on Map 1 of this Exhibit including, but not limited to: lawn areas, detention ponds, planter beds, landscape irrigation systems, shrubbery, and trees.

Section II. Scope of Work – Recurring Services

2.1. Recurring Services are Services to be performed each week or on a regular basis as further described herein.

2.2. Recurring/Non-Recurring Services are to be normally performed on Thursdays, subject to weather, unless otherwise requested or approved by the BRA representative. No services shall be performed on the days when board meetings are held which are currently held Bi-monthly. Dates of meetings will be provided to PROVIDER.

2.3. PROVIDER shall pick up any litter and debris on site before each mowing.

2.4. PROVIDER shall mow designated lawn areas and maintain and weed Lirope beds around buildings and site perimeter. PROVIDER, in conjunction with a BRA representative, will determine whether or not there has been enough growth to warrant mowing. (Grass may not need to be mowed during drought periods or winter months.) PROVIDER will not perform any service without consent of BRA representative. Upon completion of any service, BRA will inspect completed areas. PROVIDER shall not mow naturally occurring wildflowers, other than on the schedule for designated wildflower areas. Grass clippings and other debris shall not be allowed to accumulate or remain in the street right-of-way, sidewalks, or gutters or on the parking lot, sidewalks, and entrance drives. Any such accumulation shall be removed prior to PROVIDER departing the site at the completion of each mowing. Grass clippings or debris shall not be swept or blown into any storm drainage systems.

2.5. PROVIDER shall mow the rainwater detention pond and remove accumulated silt from the pilot channels on the mowing schedules. PROVIDER is responsible for the repair and return to prior condition of any ruts or disturbances of lawn surfaces caused by operations of equipment.

PROVIDER shall notify the BRA of any evidence of erosion observed within the detention pond.

2.6. PROVIDER shall perform edging and trimming on the same schedule as mowing.

PROVIDER shall edge and trim the entire Central Office area, including around buildings, walls, trees, shrubs, cracks in sidewalks, roadways, and parking areas, all walkways, detention pond pilot channels, curbs, and roadways.

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2.7. PROVIDER shall perform weeding on the same schedule as mowing. All weeds shall be removed from vegetation beds (including Lirope beds, both mulched and decomposed granite beds), stone borders, lawn areas, and wildflower areas. Upon completion of any service, BRA will inspect completed areas. Weeding is defined as removing the unwanted plants by hand or tillage action which lightly cultivates the soil for the purpose of destroying the weeds and removing the root of the weed if possible. Weeding shall also include the removal of dead or dying elements of plants and shrubs. Milkweed (Asclepias) is a wildflower and is not to be considered a weed for purposes of this section. Milkweed plants shall only be removed from beds but must be allowed to remain in lawn and wildflower areas until otherwise directed by the BRA. This work will be part of each mowing service under the Recurring Services of this Contract

2.8. PROVIDER shall trim or shape shrubs as needed to maintain uniform and consistent shape. The tree line along the south property line and the Holly shrubs along the western boundary separating the fire station property are to be maintained within this Contract as part of Recurring Services. Trimmings are to be disposed of off-site. PROVIDER shall prune mature trees at least twice per year and maintain a minimum of eight (8) feet ground clearance for tree limbs.

PROVIDER shall remove any shoots, runners, volunteers, or suckers from around the base of all shrubs and trees. In the event of a storm that results in downed trees, limbs, or other debris, PROVIDER shall identify damage due to storm damage and provide BRA with a proposed cost to remove debris as a Non-recurring Service.

2.9. PROVIDER shall replace all plants (including trees, shrubs, and groundcover) on an “as needed” basis to ensure a consistent and uniform coverage. PROVIDER shall report to BRA any plants, shrubs, or trees that have died and require removal. The cost of replacement of the plants shall follow the Replacement Cost Schedule included in the Contract. Plant replacements will be considered a Non-recurring Service. No work shall be performed without express written approval of BRA.

2.10. PROVIDER shall replace fill-in mulch and decomposed granite in the planting beds on an “as needed” basis to ensure a consistent and uniform coverage. This shall be included in the Recurring Services. Total replacement of mulch and decomposed granite in beds and other approved locations, will fall under Non-recurring Service and the work will follow the unit rate costs for these services per the Contract.

2.11. PROVIDER shall remove accumulated silt and sediment (including any grasses, plants, or debris) from concrete drainage flumes in detention pond and ensure that drainage outlets are clear of impediments and constrictions. This work will be covered under Recurring Services.

2.12. PROVIDER shall collect any edging, weeding, trimming, or pruning residue, bag and recycle off-site. Blowers may only be used to direct grass clippings from roadways and walkways back onto Lawn Areas or for collection and bagging. Debris and clippings shall not be allowed to accumulate in street and driveway gutters, detention pond pilot channels, or storm drain inlets.

2.13. The new Environmental Lab area will only require mowing during the first 2 years. All trees and other planted vegetation are part of a 2-year warranty period and will not require maintenance for 2 years of this contract.

2.14. As a part of the Recurring/Non-recurring Services, PROVIDER shall maintain the irrigation system as described further in Section IV below.

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Map 1. – Maintenance Key & Vegetation Layout

Section III. Scope of Services – Non-recurring Services

3.1. Non-recurring Services are services to be performed on an as-needed basis at the direction of the BRA according to the hourly rates or unit rate costs established in the Contract.

3.2. PROVIDER shall supply and apply chemicals for weed control (Herbicide), Insecticide and fertilizer. All chemicals used shall be of an organic nature or origin, EPA approved, and wildlife/pet friendly.

3.3. PROVIDER shall apply Insecticide to control pests throughout the Central Office grounds and up to the building foundation. These services shall be paid under the Non-recurring Services portion of the Contract. Treatment can be of the broadcast-type or liquid. Application to be performed by State of Texas licensed applicator or technician who is on PROVIDER’s staff. Any chemical used shall be of an organic nature or origin, EPA approved, and wildlife/pet friendly.

3.4. PROVIDER shall supply and apply fertilizer. Composition of fertilizer shall be at the recommendation of PROVIDER and consistent with the plant species in each Bed, subject to approval by BRA. Any chemical used shall be of an organic nature or origin, EPA approved, and wildlife/pet friendly.

3.5. PROVIDER shall supply and apply chemicals for fire ant control to entire property.

Treatment shall be of the broadcast-type, and not just a single application to each mound.

Application to be performed by State of Texas licensed applicator or technician. Any chemical used shall be of an organic nature or origin, EPA approved, and wildlife/pet friendly.

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3.6. Herbicides, insecticides, fertilizers, and fire ant treatment shall not be allowed to accumulate or remain in the street right-of-way, sidewalks, or gutters or on the parking lot, sidewalks, and entrance drives. Any such accumulation shall be removed prior to the PROVIDER departing the site at the completion of each Application. Chemical residue shall not be swept into or blown into any storm drainage system.

3.7. Chemical applications within the area of the detention pond will be applied only under conditions which would prohibit the introduction of the chemicals into any storm drainage system.

PROVIDER shall acquire approval from BRA before applying chemicals in this area.

Section IV. Irrigation System

4.1. Visual inspection of the landscape irrigation system shall be performed every time PROVIDER is on site performing any other work included within this contract. Leaks and malfunctions shall be repaired immediately by a qualified irrigation technician in order to minimize water waste, to ensure water conservation, and are functioning properly to maintain healthy grass, plants, etc. This will be part of Recurring Services. Incidents of ponding, erosion, displacement of mulch, or accumulation of silt shall be reported to the BRA immediately, along with a recommendation for corrective measures and an estimated cost to BRA to correct identified problem areas.

4.2. PROVIDER shall perform a comprehensive assessment of the irrigation system in conjunction with the evaluation:

i. Activate all stations and zones including bubblers in tree wells;

ii. Check each station or zone for proper operation and coverage

iii. Monitor the controller for optimum response to the landscape’s water needs, to include seasonal recommendation of watering times for station and zones, and frequency based on precipitation rates and the recommendation of Texas AgriLife Extension Service for the Waco region.

4.3. PROVIDER shall report to BRA any elements of the landscape irrigation system which have been damaged or require repair, with an itemized cost for replacement of damaged items with a like or similar item, except that any damages caused by PROVIDER’s operations shall be repaired at no cost to the BRA. No work shall be performed without express written approval of BRA. Repairs to the irrigation system will be considered a Non-recurring Service.

Section V. Scope of Services – Treatment Schedule

5.1. On the following Treatment Schedule, indicated in each column is the number of applications for each treatment per year.

Description Herbicide Insecticide Fertilizer

Lawn Areas 2 2 2

Tree (Various) 0 2 1

Crape Myrtle 0 2 1

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Tree, Bald Cypress 0 2 1

Shrubbery (Various) 2 2 2

Asian Jasmine 2 2 2

Texas Lilac Vitek 2 2 2

Wildflowers 0 0 2

Dwarf Nandina 2 2 2

Lantana 2 2 2

Liriope (Monkey Grass) 2 2 2

Maiden Grass 2 2 2

Mex. Feather Grass 2 2 2

Salvia Greggi 2 2 2

Gulf Muhly 2 2 2

Agave (Artichoke, Green, Blue, Whale’s Tounge

2 2

Texas Sage 2 2

Cactus 2 2

Yucca (Red, Yellow, others 2 2

Section VI. Additional Terms and Conditions

6.1 PROVIDER agrees to comply with the following terms and conditions:

I. Billing and Payment: All payments to PROVIDER will be made upon the receipt of invoice for services. Payment for services will be processed within 30 days from invoice date and acceptance of work.

II. Damages: PROVIDER shall be responsible for damages to BRA's equipment, and/or the buildings and their contents, by its work, negligence in its work, and its personnel. This includes, without limitation, broken or damaged auto and building glass due to flying rocks, and damage to BRA irrigation systems.

III. Safety: PROVIDER shall be responsible and liable for the safety and health of its working personnel while its employees are performing service work at BRA facilities.

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IV. Labor Force: PROVIDER shall provide all necessary labor and all employees of PROVIDER shall be no less than 17 years of age. No visitors, wives, husband, or children of PROVIDER’s employees will be allowed at the work site during working hours, unless they are bona fide employees of PROVIDER. When providing services under this Contract, PROVIDER must have at least one employee on site who can communicate with BRA staff including possessing the ability to receive, give, and understand written and verbal instructions, and who has the ability to communicate both orally and in writing.

PROVIDER must have documentation that the labor force used at the BRA facilities are regular full-time employees of PROVIDER.

V. Company Uniform: For security purposes, PROVIDER’s employees must wear a shirt or company uniform that identifies them as an employee of PROVIDER while working on site.

VI. Security Check: PROVIDER shall provide the names and dates of birth of all employees for a background security check prior to performing any work at the BRA facilities, and will continue to submit names and dates of birth for new employees.

Employee(s) of PROVIDER who have been convicted of a felony will not be permitted to perform work at BRA facilities. The BRA reserves the right to require immediate removal of any employee from BRA service it deems unfit for service for ANY reason. This right is non-negotiable and PROVIDER agrees to this condition by accepting this Contract.

PROVIDER should have enough qualified people with current background checks so as to be able to provide a replacement within twenty-four (24) hours. Should a replacement take longer than twenty-four (24) hours, this may be cause for termination of the Contract.

VII. Non-Emergency Requests: PROVIDER agrees to be on-site (BRA property) within twenty-four (24) hour notice for non-emergency services. For example, removal of broken tree limbs and branches after a storm.

VIII. Work Tickets: Upon completion of any scheduled work, PROVIDER shall complete and sign a Work Ticket describing the services performed at each location.

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EXHIBIT B

Section I. Compensation

1.1 PROVIDER shall be compensated for services under this Contract as follows:

Item # Description Estimated

Frequency Unit Unit Cost Amount

Mow, Edge, Weeding, Fill in Mulch, Trim, Prune, Fire Ant Control, Remove Debris, Cleanup, Irrigation Check (minor repairs)

22 Each

2 Herbicide 2 Year

3 Insecticide 2 Year

4 Fertilizer 2 Year

Storm Tree, Brush and Debris Removal (estimated hours)

40 Hourly Rate

Irrigation Services (Evaluation and Repairs) (estimated hours)

50 Hourly Rate

Estimated Plant replacements & misc landscaping (per replacement schedule in contract)

As Approved N/A

NOT TO

EXCEED

$10,000

Non-recurring Services and bed and plant upgrades

As Approved N/A NOT TO EXCEED

$30,000

TOTAL:

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Replacement Cost

Item Unit Cost per Unit Installed

Tree (various) 30 Gallon Container

Crepe Myrtle 10 Gallon Container

Bald Cypress 30 Gallon Container

Shrubbery (various) 3 Gallon Container

Asian Jasmine 4” Pot

Texas Lilac Vitex 30 Gallon Container

Wildflower Seed 1,000 square feet

Dwarf Nandina 1 Gallon Container

Lantana 1 Gallon Container

Liriope 4” Pot

Maiden Grass 3 Gallon Container

Mexican Feather Grass 3 Gallon Container

Salvia Greggi 1 Gallon Container

Gulf Muhly 3 Gallon Container

Mulch 2 cubic foot bag

Decomposed Granite 1 cubic yard

Stone Border 1 linear foot x 18” wide

Steel Border Edging 8 linear foot x 4” tall

Agave (Artichoke, Green, Blue, Whale’s Tounge

3 Gallon Container

Texas Sage 3 Gallon Container

Cactus 3 Gallon Container

Yucca (Red, Yellow, others) 3 Gallon Container

Trees various

Shrubs various

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Mulch 2 cubic foot bag

Decomposed Granite 1 cubic yard

Stone Border 1 linear foot x 18” wide

Steel Border Edging 8 linear foot x 4” tall

Section II.

Payment Terms and Invoicing

2.1 All payments to PROVIDER will be made monthly upon the receipt of invoice for services.

2.2 The BRA normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, and accepted as specified.

2.3 Invoices must be received in the BRA Finance and Administration office no later than the 10th of the following month and presented for payment in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the following address for processing:

Brazos River Authority

Accounts Payable

PO Box 7555

Waco, Texas 76714-7555

2.4 The BRA has set a goal to have as much paperwork submitted electronically by PROVIDER. PROVIDER is asked to submit invoices electronically to the following Accounts Payable email address: accounts.payable@brazos.org. PROVIDERS who use the electronic service should not mail the original invoice.

2.5 There will be a chance for a cost adjustment to the Contract price of the additional term(s) based on area Consumer Price Index (CPI). The adjusted contract price using the area CPI will be based on the accumulated percentage rate of the increase of the most current CPI, as published by the United States Department of Labor Statistics – All Urban Consumers – Geographically South Urban Area. The percentage increase in compensation is to be calculated using the following formula:

mailto:accounts.payable@brazos.org

RFB No. 26-1402 Central Office Landscaping Services Page 15 of 22

Current Price x Index Change = Adjustment

(Percentage change in most recent available annual CPI.)

1. Base Bid Bid price to include all labor, materials, tools, equipment and incidentals necessary to satisfactorily design, fabricate, manufacture, furnish, deliver components and complete assemblies.

2. Information Required in the RFB Submittal - Tab Format The BRA specifically requests succinct submittals tailored to the general and discipline-specific scope of services summarized above. All submittals become the property of the BRA. Each Bid submittal shall include the information requested below.

FAILURE TO SUBMIT ANY OF THE REQUESTED INFORMATION MAY BE GROUNDS FOR

REJECTION OF BID OR DELAY ISSUANCE OF A PURCHASE ORDER/CONTRACT.

Tab A: Include the following:

(1) Date your company was established and a brief history; number of employees;

provide number and location of offices.

(2) Provide name, title and office location of person who will be the principal contact for the BRA and the billing location if different.

(3) Describe the types of organizations that your company typically serves and general nature of the work.

(4) A list and description of similar services completed within the last five years under your current company name or any other company name similar in nature to this solicitation. This should include the name, the location, a brief description of Scope of Services, and a contact name and telephone number of a reference for each client. List litigation that your company has been a party to in the last five (5) years, under your current company name or any other company name.

Include only litigation that involves business units in your company that are submitted for performing services under this RFB.

(5) List all such litigation involving owners and/or general contractors. To be fully responsive, provide the level of detail in the attached example, as well as a name and phone number to contact an authorized representative of your company in the event that the BRA needs to clarify your response. Failure to be fully responsive will be sufficient grounds for the BRA to disqualify your company.

(6) Have you ever defaulted, failed to complete a contract or had a contract terminated by the other party? If so, where and why? Provide name and telephone number of the other party.

(7) Please provide the contact information including the email address of the person responsible for providing proof of insurance.

Tab B: Include the following completed and signed forms. Failure to submit the required forms will result in rejection of the proposal as non-responsive.

(1) Complete and submit the attached Request for Bids – Bid Form

(2) Complete and submit the attached W-9 form, or if foreign entity submit the appropriate tax document information.

(3) Complete and submit the attached Conflicts of Interest Questionnaire [CIQ] form.

(4) Complete and submit the Non-Collusion Affidavit form.

(5) Complete and submit the Vendor Compliance to State Law form.

RFB No. 26-1402 Central Office Landscaping Services Page 16 of 22

3. RFB Inquiries All communication related to this RFB shall only be directed to the Purchasing Agent via https://www.bidnetdirect.com/texas/brazosriverauthority The Purchasing Agent will direct any inquiries to the appropriate BRA staff, a response will be issued and if warranted, an Addendum will be posted on the BidNet Direct site. Failure to adhere to this restriction during the advertising, evaluation, and selection phases will result in the rejection of a Respondent’s Bid.

4. Respondent’s Past Performance BRA will consider Respondent’s past performance and may conduct reference checks with other entities regarding past performance. BRA may examine Respondent’s performance including, but not limited to: the Comptroller of Public Accounts Statewide Procurement Divisions Vendor Performance Tracking System, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, repeated negative performance, records of repeated non-responsiveness to performance issues, and non-renewals of contracts. Such sources of Respondent performance may include any governmental entity, whether an agency or political subdivision of the State of Texas, another state, or the Federal government. Further, BRA may initiate such examinations of Respondent performance based upon media reports. Any such investigations shall be at the sole discretion of BRA, and any negative findings, as determined by BRA, may result in non-award to Respondent.

5. Conflict of Interest Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local government entity (i.e., Brazos River Authority) must disclose in the Conflicts of Interest Questionnaire Form ("CIQ") the person's affiliation or business relationship that might cause a conflict of interest with the local government entity. By law, the CIQ must be filed with the BRA Records Management Officer no later than seven (7) days after the date the person begins contract discussions or negotiations with the BRA, or submits an application or response to a Request for Bids, correspondence, or another writing related to a potential agreement with the BRA. Updated Questionnaires must be filed in conformance with Chapter 176.

A copy of the CIQ is attached. If you have any questions about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 carries a penalty up to a Class A misdemeanor. For your convenience, the current BRA Board of Directors can be found here: https://brazos.org/about-us/about-the-bra/board-of-directors.

6. Term of Agreement The term of this Contract shall be for a period of one (1) year, commencing on the Effective Date, and may be renewed by subsequent agreement of the parties for up to four (4) additional one (1) year periods, for a total potential term of five (5) years.

7. Contract The contract will be awarded to the lowest responsible Respondent. The executed contract between BRA and the selected Respondent shall be a BRA standard form contract. Contract terms are not subject to modification and Respondent will be expected to execute the contract in substantially the form provided. Respondent should not base a bid on an expectation that BRA will modify its contract terms.

https://brazos.org/about-us/about-the-bra/board-of-directors

RFB No. 26-1402 Central Office Landscaping Services Page 17 of 22

The BRA reserves the right to award contract(s) without any negotiations and reserves the right to not make awards. The BRA reserves the right to conduct studies and other investigations as necessary to evaluate any submittal. Submission of a bid confers no legal right upon any Respondent.

The decision of BRA, or its designee with regard to the above, shall be administratively final. BRA, in its sole discretion, may waive administrative deficiencies and/or minor technicalities in submittals received.

8. Insurance Requirements The Respondent shall, at Respondent’s sole expense, maintain insurance coverage as determined acceptable to the BRA. The Respondent must obtain the following minimum insurance requirements and provide proof to the BRA prior to entering into a contract.

General Liability Insurance:

Bodily Injury Bodily Injury

$ 500,000 per person $1,000,000 per occurrence

Property Damage $ 1,000,000 per occurrence Aggregate $ 2,000,000

Workers’ Compensation: Statutory

Automobile Liability: $ 1,000,000 per claim / aggregate

Employers’ Liability $ 1,000,000 policy limit

Pollution Liability $ 1,000,000 per claim / aggregate

Before beginning any work under this agreement, the Respondent is required to register with myCOItracking.com and upload documentation that meets the insurance requirements outlined in this agreement. Work WILL NOT commence until the certificate of insurance is approved as compliant. The Respondent must add registration@myCOItracking.com and certificaterequest@myCOIsolution.com to their safe sender list to ensure receipt of essential communications from myCOI. If any issues arise during registration, please contact the myCOItracking support team at (317) 759- 9426.

9. Testing The BRA reserves the right to inspect and test the submitted product. The BRA in its sole discretion may disqualify a submitted product as non-conforming to the specifications if the product does not meet the requirements of the specifications during testing.

10. Recycled and Recyclable Products The BRA encourages the use of recycled products and products that may be recycled or reused.

RFB No. 26-1402 Central Office Landscaping Services Page 18 of 22

11. Delivery of Bid Submittals Bids may be submitted in one of the following manners:

Electronic Transmission. Electronic Bids will be received on the following platform. BidNet Direct requires you to register at no charge.

https://www.bidnetdirect.com/texas/brazosriverauthority

Drop Box Submission Prior to Bid Submission Deadline: Hand delivery of one sealed, clearly identified original signed paper copy submission may be received up to the bid submission deadline contained in the solicitation at the Brazos River Authority, 4600 Cobbs Drive, Waco, TX. 76710, utilizing the secure drop box located at the office building. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s bid is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the bid opening.

Mail-In Delivery: Mailed by commercial carrier, overnight or express mail, one sealed clearly identified original signed paper copy submission may be accepted by the Purchasing Agent or other designee up to the bid submission deadline contained in the solicitation at the Brazos River Authority, 4600 Cobbs Drive, Waco, Tx. 76710. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s bid is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the bid opening.

RFB No. 26-1402 Central Office Landscaping Services Page 19 of 22

REQUEST FOR BIDS – BID FORM

Central Office Landscaping Services

RFB No. 26-1402

EXHIBIT B

Section III. Compensation

PROVIDER shall be compensated for services under this Contract as follows:

Item # Description Estimated

Frequency Unit Unit Cost Amount

Mow, Edge, Weeding, Fill in Mulch, Trim, Prune, Fire Ant Control, Remove Debris, Cleanup, Irrigation Check (minor repairs)

22 Each

2 Herbicide 2 Year

3 Insecticide 2 Year

4 Fertilizer 2 Year

Storm Tree, Brush and Debris Removal (estimated hours)

40 Hourly Rate

Irrigation Services (Evaluation and Repairs) (estimated hours)

50 Hourly Rate

RFB No. 26-1402 Central Office Landscaping Services Page 20 of 22

Estimated Plant replacements & misc landscaping (per replacement schedule in contract)

As Approved N/A

NOT TO

EXCEED

$10,000

Non-recurring Services and bed and plant upgrades

As Approved N/A NOT TO EXCEED

$30,000

TOTAL:

Replacement Cost

Item Unit Cost per Unit Installed

Tree (various) 30 Gallon Container

Crepe Myrtle 10 Gallon Container

Bald Cypress 30 Gallon Container

Shrubbery (various) 3 Gallon Container

Asian Jasmine 4” Pot

Texas Lilac Vitex 30 Gallon Container

Wildflower Seed 1,000 square feet

Dwarf Nandina 1 Gallon Container

Lantana 1 Gallon Container

Liriope 4” Pot

Maiden Grass 3 Gallon Container

Mexican Feather Grass 3 Gallon Container

Salvia Greggi 1 Gallon Container

Gulf Muhly 3 Gallon Container

Mulch 2 cubic foot bag

RFB No. 26-1402 Central Office Landscaping Services Page 21 of 22

Decomposed Granite 1 cubic yard

Stone Border 1 linear foot x 18” wide

Steel Border Edging 8 linear foot x 4” tall

Agave (Artichoke, Green, Blue, Whale’s Tounge

3 Gallon Container

Texas Sage 3 Gallon Container

Cactus 3 Gallon Container

Yucca (Red, Yellow, others)

3 Gallon Container

Trees various

Shrubs various

Mulch 2 cubic foot bag

Decomposed Granite 1 cubic yard

Stone Border 1 linear foot x 18” wide

Steel Border Edging 8 linear foot x 4” tall

Payment Terms and Invoicing

1. All payments to PROVIDER will be made monthly upon the receipt of invoice for services.

2. The BRA normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, and accepted as specified.

3. Invoices must be received in the BRA Finance and Administration office no later than the 10th of the following month and presented for payment in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the following address for processing:

RFB No. 26-1402 Central Office Landscaping Services Page 22 of 22

ACKNOWLEDGMENT OF REQUEST FOR BIDS AND

RECEIPT OF ADDENDA

RFB 26-1402

RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS REQUEST FOR BIDS

AND ADDENDA BY SIGNING BELOW AND SUBMITTING THIS

ACKNOWLEDGEMENT WITH YOUR BID. FAILURE TO SIGN THIS

ACKNOWLEDGEMENT WILL DISQUALIFY THE BID AS NON-RESPONSIVE.

SIGNATURE SHALL BE HANDWRITTEN.

This acknowledgement shall become part of your response and the subsequent contract documents if applicable.

ACKNOWLEDGMENT OF REQUEST FOR BIDS:

Respondent hereby acknowledges that it has received and read the Request for Bids and all Addenda, and that this Bid is made in accordance with the provisions thereof.

Respondent acknowledges that this Bid meets or exceeds all terms, requirements, conditions, and/or specifications set forth in the Request for Bids and Addenda, and exceptions or deviations from such terms, requirements, conditions, and/or specifications, if any, have been clearly and conspicuously identified as such in the Bid.

Does your company have 10 or more full time employees? Check one box only.

YES NO

Name of Firm (Respondent)

Signature – Authorized Representative

Printed Name

Date

E-mail Address

Telephone

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury

Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri n t o r ty p e

S e e S p ec if ic

In st ru ct io n s o n p a g e

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership)

Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax

Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a

TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and

Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s)…